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Governance and Management Audit Report

CDA template for cooperative standard report form

Your Browser Doesn't Support Canvas. Showing the Text Content of the PDF Instead: GOVERNANCE AND MANAGEMENT AUDIT WORKING PAPER
(PERFORMANCE AUDIT REPORT)
This working paper must be filled up by the Internal Auditor or the Audit Committee in coordination with the
responsible person/s in the key units of the cooperative signifying the presence of the documents being ask. The remarks portion
should indicate finding/s in the document whether it is not in possession by the right person, found to be incomplete in substance,
or the document is not duly signed by responsible officer/s.
A. GOVERNANCE REPORTS

OFFICERS

DOCUMENTS

A.1 General Assembly
1. Approval of plans and budget
2. Acceptance/approval/confirmation/ratification
of the following reports of the Board (including
BR) and Committees
2.1 Board Report
2.2 Committee Reports
2.3 Management Report
3. Engagement of the external auditors
4. Election of officers
5. Presentation of Annual Report
6. Acceptance of Audited Financial Statements
7. Other Resolutions/Policies, including
amendments of ACBL, if any
A.2 Board of Directors
1. Written duties and responsibilities
2. Duly signed Oath of Office
3. Copies of minutes of meeting/BR/Reports
3.1 Discussion of financial statement
3.2 Formulation of VMG
3.3 Budget
3.4 Policy review
3.5 Discussion of audit findings or
recommendations (internal and external)
3.6 BR specifying the regular schedule of
meetings of the Board and the
Committees
4. Rules and Procedures in conducting a meeting
5. Succession Program
A.3 Election Committee
1. Minutes and Committee Reports and
Recommendations
2. Written duties and responsibilities
3. Duly signed Oath of Office

Please
check
if
available

REMARKS

OFFICERS

DOCUMENTS

Please
check
if
available

REMARKS

4. Duly approved election guidelines
5. Education program for elective position
6. Screening program of members with voting
rights
7. List of Members with voting rights
8. Results of Election
9. Documents as to turn-over of documents to
new officers
A.4 Audit Committee
1. Minutes and Committee Reports and
Recommendations
2. Written duties and responsibilities
3. Duly signed Oath of Office
4. Audit Systems and Procedure
5. Audit Program of Work
6. Internal Audit Report
7. Monitoring report on audit recommendations
8. Report to General Assembly
A.5 Education Committee
1. Minutes and Committee Reports and
Recommendations
2. Written duties and responsibilities
3. Appointment Paper/BR
4. Copies of minutes of meeting/BR/Reports
5. Training Plan/Program with budget
6. Training Report
7. Training modules
8. Training materials/ paraphernalia
9. List of pool of trainers
10. Feedback/evaluation tool
A.6 GAD Committee
1. Minutes and Committee Reports and
Recommendations
2. Written duties and responsibilities
3. Appointment Paper/BR
4. Copies of minutes of meeting/BR/Reports
5. GAD Plan with Budget
6. Sex disaggregated data of members, officers
and staff
7. GAD Assessment Report
A.7 Mediation and Conciliation Committee (Medcon)
1. Minutes and Committee Reports and
Recommendations

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OFFICERS

DOCUMENTS
2.
3.
4.
5.
6.
7.

Please
check
if
available

REMARKS

Written duties and responsibilities
Appointment Paper/BR
Copies of minutes of meeting/BR/Reports
Conflict resolution policies and procedures
Medcon Plan/program
Medcon Semi-annual Report

A.8 Ethics Committee
1. Minutes and Committee Reports and
Recommendations
2. Written duties and responsibilities
3. Appointment Paper/BR
4. Copies of minutes of meeting/BR/Reports
5. Code of Ethical Standards
6. Ethics Committee Plans and Programs
A.9 Other Committees, specify: __________________________
1. Minutes and Committee Reports and
Recommendations
2. Written duties and responsibilities
3. Appointment Paper/BR
4. Copies of minutes of meeting/BR/Reports
5. Program of Work
6. Accomplishment Report
A.10 Secretary
1. Book of Minutes of meetings of GA and the
BOD
2. Registry of Members
3. Share and transfer book
4. Cooperative copy of COR, ACBL, COC
5. Compilation of Board Resolutions
6. Cooperative Seal
7. Contracts, MOA, other docs (specify) ______
A.11 Treasurer
1. Cash Book
2. Cooperative securities (investment, titles, and
other negotiable instruments)
3. Cash Position Report
4. Petty Cash Book
A.12 General Manager / C.E.O. / or its equivalent
1. Appointment paper
2. Board Resolution Files
3. Monthly/quarterly/semi-annual/annual
management report

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B. MANAGEMENT REPORTS/RECORDS
OFFICERS

DOCUMENTS

Please
check if
available

REMARKS

B.1 Organizational/Operational Structure
1. Organizational Chart
2. Management Functional Chart
3. Functional Statement of each unit/
departments/sections
B.2 System and Procedures
1. Complete book of accounts
2. Updated recording
3. Internal Control
3.1 CASA
3.2 Accounting system
3.3 Bond of accountable officer
3.4 Record preservation (maintenance
and disposal/archiving plan
3.5 Continuity/contingency Plan
4. Manual of Operation
4.1 Business Operation Manual
4.2 Accounting Manual
4.3 Code of Governance and Ethical
Standards
4.4 Personnel Policy Manual
4.5 Election Guidelines
4.6 Audit Manual
4.7 Others, specify_______________
B.3 Human Resource Records
1. Contract/Certificate of employment
2. Personnel File
B.4 Performance Evaluation
1. Standards of measurement
2. Rating of all management staff
B.5 Compensation and Benefits
1. Salary scaling program
2. Incentive and Reward Program
3. Retirement Plan/Program/Package
B.6 Career Development
1. Capacity building program
2. Scholarship program
3. Immersion program
B.7 Compliance to Government Requirements
1. Certificate of Compliance (CDA)
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OFFICERS

DOCUMENTS
2.
3.
4.
5.
6.
7.
8.

Please
check if
present

REMARKS

Certificate of Tax Exemption (BIR)
Registration (SSS)
Registration (PHILHEALTH)
Registration (PAG-IBIG)
Certificate of Exemption / DO 174 (DOLE)
Business Permit (LGU)
Other agencies, specify the document, if
applicable _________

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ANNEX A. FORMAT TEMPLATE

GOVERNANCE AND MANAGEMENT AUDIT REPORT
(Performance Audit Report)
As of December 31, ______________
ABC COOPERATIVE
1st paragraph (Basic Information)
PARTICULARS
i. Name of Cooperative (as of
latest amendment, if any)
ii. Cooperative Identification
Number (CIN)
iii. Registration Number
iv. Actual Principal Address
v. Type and business of
Cooperative

SOURCE DOCUMENTS
Latest Certificate of Amendment (In case there is an
amendment in the name of the cooperative) or Certificate
of Registration under RA 9520
Certificate of Registration under RA 9520 (bottom part of
the Certificate)
Certificate of Registration under RA 9520 (upper part of
the Certificate)
Latest Articles of Cooperation
Latest Articles of Cooperation/Audited Financial
Statement

2nd paragraph





When and who conducted the audit
Scope or areas of audit
Objective why audit was conducted
Approaches, style, techniques use in the conduct of audit

3rd paragraph – discuss the objective and by citing the scope of the audit and the
methodologies adopted by the auditor


Summary of Key Observations (Cite first the strong areas and best practices of the
cooperative, specifically on the presence of well-maintained documents. Then
identify the areas to be improved)

4th paragraph



– RECOMMENDATION AND CONCLUSION

Specific recommendations for action by the cooperative

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ANNEX B. SAMPLE REPORT

GOVERNANCE AND MANAGEMENT AUDIT REPORT
(PERFORMANCE AUDIT REPORT)
ABC COOPERATIVE
ABC Cooperative is a duly registered cooperative with the Cooperative Development
Authority (CDA) under Registration No. _________ and CIN No. ________, with official postal address
at ______________ engaging in the provision of ________________________.
The audit was conducted by the _____________ last _____ of _______ 2017 to ascertain the
documents required by MC No. ___ Series of _____ issued by the CDA, a government agency in-charge
in the regulation and development of cooperatives. Methodologies employed include verification of
the presence of the documents, whether the document is updated, and whether it is duly approved
by authorized representative of the CDA. Prior the conduct of the audit, a memorandum was issued
to the concerned units/person at least two (2) weeks before the conduct of the audit.
Summary of observations and findings are found below:
STRONG AREAS

AREAS TO BE IMPROVED

In order to address the findings, the following is hereby suggested:
AREAS TO BE IMPROVED

NEEDED ACTION

TIMELINES

ATTESTED TRUE AND CORRECT:
__________________________ __________________________ __________________________
Audit Committee Member
Chairman of Audit Committee
Audit Committee Member

CONCURRED:
__________________________
Chairperson of the Board

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